Programme Administration Assistant
Role detail
Only accepting applications from EU/Efta countries for this role. The Programme Administration Assistant is responsible for the "Guest Programme Booking journey" at KISC, including regular guest correspondence, overseeing timely and meticulous administration of Programme activities that provide an unforgettable experience for guests who visit KISC! The Programme Administration Assistant is supporting KISC guided activities and is the main point of contact towards external activity suppliers and is responsible for managing good relations as well as overseeing invoices and payments of programme activities.
Requirements
- Needs to be at least 18 years old
- Is a member of an Association recognised by WOSM/WAGGGS
- Communicates well in written and spoken English
Skills & Qualifications
Essential
- Proven experience in administration work and understanding of basic financial management
- Proven experience in customer service (relations, feedback, complaints)
- Experience with managing relations with external partners and suppliers (strategic contacts and financial matters)
- Experience with working under pressure and within strict timelines
- Demonstrated professional, disciplined and efficient approach to work and planning
- Ability to work with and within an international team of volunteers
- Willingness to work according to a flexible schedule
Desirable
- Experienced the KISC Summer season for Programme in the last 5 years
- Experience in organising activities and events
- Mountaineering and first aid qualifications / experience
- Experience with Summer sports, like hiking or climbing
- Experience with Winter sports, like skiing or snowboarding
- Experience in handling customer feedback and complaints
- Holds a full driver’s licence
- Communicates well in written and spoken German
Main tasks
Main tasks
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Ensure a high quality Guest Service for Programme at all time
- Manage guest correspondence related to programme prior to, during, and after their stay in an effective manner
- Manage and update all brochures, vouchers, tickets, hike information, trails and notice boards
- Deal with all guest and supplier bills and the enquiries around them
- Work in the Reception office, welcoming guests and dealing with enquiries -
Maintain good relations with key activitiy providers and suppliers of KISC
- Responsible for prompt correspondence, handling feedback and any conflicts
- High quality and accuracy in delivering on KISC' commitments towards external suppliers
- Responsible for weekly checks on all external and internal bookings
- Deal with external companies, including bookings, correspondence and bills -
Oversee and support the work of the Programme team in providing high quality guest services
- Train Short and Long Term Staff in Programme
- Assist with the Short Term Staff activity assessments
- Take part in the development and running of all aspects of the Centre’s programme
Other responsibilities
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Deal with any guest enquiries relating to the Centre
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Run and develop staff training
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Assist in other areas of the Centre where necessary
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Involvement in the execution of the Centre’s Operational Plan
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Work and communicate effectively with all staff and guests
Management
General
The position is part of the Programme Team at KISC. In addition to the Programme Administration Assistant, the Programme team consists of the Programme Director, Assistant Programme Director, Programme Development Assistant, and in summer, Summer Programme Admin Assistant, High Adventure Assistant and Hut Warden.
Line manager
The line manager for this position is the Programme Director. The Programme Administration Assistant has weekly meetings with the line manager and Programme team to cover operational matters, and also has regular one-on-one appraisals.
Team Management
The Programme Administration Assistant will have regular contact with the Programme team members and other members of the Long Term Staff team and it is essential to build a good working relationship and system of communication with them.
Staff Management
The Programme Administration Assistant assists with the management of the Summer Programme Administration Assistant and delegates where necessary the different administrative tasks to the other team members. The Programme Administration Assistant also assists the Programme Team with the daily management and coordination of Programme Short Term Staff.
Practical information
Insurance
- Accident Insurance (provided by the Centre): Everyone is insured for accidents, both work and non-work related over the duration of the contract.
- Private Liability Insurance (provided by the Centre): This insurance covers any damage caused by any staff on an object or person.
- Sickness Insurance (provided by the Centre): All LTS will get private sickness insurance if necessary. The deductible (amount each LTS has to cover per calendar year themselves) is, if nothing else mentioned, CHF 300.-. This insurance covers any treatment due to sickness.
- Social Insurance according to the Swiss Law (provided by the Centre): Every LTS must have Social Insurance according to the Swiss regulations. This includes invalidity insurance, maternity leave and old-age and survivors' insurance (OASI). More information will be given during training.
Benefits
- A room in one of the shared flats in Kandersteg
- All meals at the Centre, both while at work and on days off
- 2 days off per week and 20 days of holidays
- Pocket money starting from 500 CHF per month
- A Swiss Pass (discount card for transportation in Switzerland)
- Management and leadership training
- Administration of work permits
- Other benefits as detailed here on our website
Important information
Visa
- Citizens of EU/EFTA countries do not need a visa, and the Centre secures the necessary work permit.
- Unfortunately, in 2024, it is not possible for us to secure a visa for someone from a non-EU/EFTA country for this role.
- The employment is dependent on securing the necessary special permission from the Swiss authorities.
